Administrative Assistant - Sargent & Lundy

Description

This position allows for a hybrid work schedule with a mix of work spent in office and working remote from home.

The Financial Group is looking for an administrative professional to assist the Commercial, Procurement, Legal, and Financial teams. This candidate should have extensive experience using Microsoft Word (including document review/redlining capabilities), Excel, and preferably some experience using Access, PowerPoint, and Visio. The job duties are varied and, often, complex with the expectation that the ideal candidate will work as part of our team to anticipate new issues and help us perform work more efficiently. The candidate needs to thrive in fast-paced environments, handle a variety of duties, and work well with various levels of management.

Responsibilities will include, but are not limited to:

• Coordinate responses for client questionnaires.
• Manage all aspects of on-line third-party registrations.
• International business travel reporting and monitoring.
• Perform document comparisons and conversions in Word and Adobe Acrobat.
• Prepare files for Project and Quality Assurance audits.
• Maintain databases, distribute copies, and file electronic documents.
• Maintain email archives for Commercial.
• Assist Commercial, Procurement, Legal, and Financial teams with various administrative tasks.

Secondary Duties:

• Prepare expense reports.
• Register for webinars and book meeting rooms for local and regional offices.
• Distribute handouts and sign-in sheets; order lunches; issue attendance certificates; provide charge numbers; and assign Professional Development Hour credits to webinar attendees.
• Prepare and update monthly statistical reports.
• Maintain and revise Commercial Master Agreements as approved by stakeholders.
• Maintain disaster recovery files for Commercial.
• Process contracts and purchase orders, distribute copies, upload files, and assist converting files to electronic storage per corporate procedures.
• Process and issue annual rate letters.
• Back-up legal files software administrator.

Other administrative tasks as requested.

Qualifications

We do not sponsor employees for work authorization in the U.S. for this position.

Essential skills and experience:

• This position requires a high school diploma (or equivalent) and two years of administrative experience.
• Prior experience should include working in a production environment, meeting established production and accuracy goals, with the ability to maintain focus on quality of details.
• Excellent communication skills (including writing and editing skills) and proficiency in Microsoft Office: Word, Excel, Outlook and PowerPoint.
• Candidate needs to be flexible, a team player, a self-starter and be open to occasional overtime.

Valued but not required skills and experience:

• Some college level education in fields such as Accounting, English, Business, or Writing.
• Experience working in the Engineering and/or power industry field.
• Hold a Notary License

Award-Winning Benefits

At Sargent & Lundy, we care about the health and well-being of our employees. Our commitment extends beyond the workplace, offering comprehensive healthcare plans and generous paid time off to support our team members in every aspect of their lives. We understand the importance of work-life balance, which is why we are proud to provide competitive, award-winning benefits. Our dedication to employee satisfaction has earned us the prestigious Top Workplaces Culture Excellence Award for compensation and benefits in 2022, 2023, and 2024.

• Health Plans: Medical, Dental, Vision
• Life & Accident Insurance
• Disability Coverage
• Employee Assistance Program (EAP)
• Back-Up Daycare
• FSA & HSA

• 401(k)
• Pre-Tax Commuter Account
• Merit Scholarship Program
• Employee Discount Program
• Corporate Charitable Giving Program
• Tuition Assistance
• First Professional Licensure Bonus
• Employee Referral Bonus

• Paid Annual Personal/Sick Time (PST)
• Paid Vacation
• Paid Holidays
• Paid Parental Leave
• Paid Bereavement Leave
• Flexible Work Arrangements

Compensation Range

Awards & Recognition